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tv   [untitled]    December 19, 2012 11:30am-12:00pm PST

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(roll taken). >> the motion carries unanimously. item no. 6, discussion and possible action to update current administrative bulletin ab-007, high top van parking quifl facilitation. >> before you is a change to administrative ab-007. the code has changed and the wording, the present code does not mention high top vans any
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longer. if you are to build a new building now, you would need to have the 98 inch or 8 foot 2 or all accessible parking. so this is just to bring the current code language and the administrative bulletin in line in existing buildings, not new buildings, but existing buildings we can continue to use the existing van spacings that are in the buildings for parking, for the van parking, and it would meet the equivalent -- it would be equivalent to facilitation for existing buildings the way we do it now. that's really what the language is about. >> okay, thank you for updating us on that. do we have to take action on that? no? okay. >> i believe there is action
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authority, wasn't listed that way, but it is an action item. >> so we'll take public comment first, then. >> is there public comment on item 7? seeing none, is there a motion to approve the administrative bulletin ab-007? >> if there's no objection. >> someone --. >> i move to approve. >> second. >> there is a motion and a second and i'll do the roll call vote.
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the motion carries. >> item no. 7, discussion on progress of recruitment for executive search firm regarding hiring of a permanent director for the department. >> okay, commissioners, thank you. we have a short presentation to hear ted yamagaki was supposed to be here but unfortunately couldn't make it so we as per your directions at the last meeting, we went back with ted and also deputy director pam levin and started vetting the vendors that were proposed last week or last commission meeting last month and from that we short listed it and we're down to two and if i may i'd like to ask pam to come to the mic and kind of give you a little road map briefly on how we got there and
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then open up for discussion with regard to the two vendors that are in front of us here. personally, i'd like to make that selection and if anybody has any questions we probably can just talk them through at the end. okay, deputy director. >> pamela levin, deputy director of building inspection. ted yam could not be present today because of a
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medical emergency. what he was asked to do was talk to references and find out what positions that were similar in scope and level to what we're asking for for the director of building inspection and to talk to the references that are provided by the vendors to get their experience, how they -- what kind of positions that were on the recruitment, whether they were satisfied with the vendor, whether they were satisfy i had with the level of service, whether they were satisfied with the amount of money, it was a full type of vetting. he did it very professionally with a full list of questions and as should be done, he asked the same questions to each of the vendors. as a result he discovered ralph anderson and associates
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had not conducted a similar search of chief building official for director of building department and therefore has moved on and feels that it should be then short listed to two because that was one of the things that was very important to the commission. so he then did reference checks for alliance resources consulting and bob murray and associates. as we all would expect if a vendor gives a reference we're going to get something that is good back because you wouldn't give a reference to get a bad evaluation, but the references did elicit some good information. for alliance, they were used for a number of recruitment efforts, specifically they have done marin, they have done
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contra costa county, san mateo, san jose, a large group of building agencies. talk to the director of human resources, they were satisfied with what has occurred. alliance also provides the recruitment for all the positions in contra costa county, which i think was interesting. they were asked to -- the references were asked to rate the quality of the candidates and they said that they were outstanding and this was specific to a question about a chief building official recruitment. and the other thing that he found out was that this vendor is flexible in working with the hiring authority to meet the specific needs including scheduled meetings with subject
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matter experts, development of recruitment strategy and presentation of the final list. that really basically says they were willing to craft the recruitment based on what the entity wanted rather than a preconceived notion. bob murray and associates, he was the individual who did the last recruitment for the director. he knows the department as it was 7 years ago, is that how many years? he is, he brings a lot of skills, knowledge and abilities to the forefront and he has dealt with stake holder groups in high profile positions and they also can customize the services to meet the budget and service requirements of the hiring agency.
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the references he gave were people that were not -- it had been a while since they had done a recruitment so i think he told me it was something like 5 years from -- specifically for a building official. we know that either -- or he wanted to emphasize that either vendor can do the job. they could provide the services, they could meet the needs. there are some observations that he wanted to talk about. in terms of alliance, they have a local presence in palo alto but they are primarily a southern california firm. the cost of the search includes a no cost repeat in case the
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search is terminated. we don't know the answer to the question that was raised and since he is not here, i tried to find it out by looking through the documents that we got from the vendors but we don't know if the person selects to leave as in this last situation, i do not believe they will do a no cost. the proposal cost for alliance is the lowest of the finalists and they have indicated that they are going to assign the founding member that has been the longest with the organization to the recruitment group so that it would contain that individual and a manager that's been there for a while, but not as long as the founding member. and it's, he wanted to make the point that it's what would be called a comprehensive
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or a corporate approach to the recruitment including reference checking of the candidates as part of the preliminary assessment. normally when you reference check it's after everything is short listed to the people and then you do the reference checks. these individuals are doing it towards the front. in terms of bob murray, they are a known vendor, they have been involved with the prior department director. their level of understanding may be beneficial. he is not indicated as being the principle that will be team, instead they put in an individual whose background is in law enforcement and has experience with the fbi, police kinds of model of doing work.
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bob murray will conduct personal interviews with the top 10 to 12 candidates to make sure that they have the best potential and then he's going to do a public records request on candidates to determine if additional inquiries of the candidates are necessary. that was in quotes, public records. either individual would be able to do the job, it's up to you to make the decision. he is committed to work with you and the vendor to make sure this is a good, has a good outcome and that the commission is satisfied with the choice. >> thank you, deputy director. so at this point, just open it
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up to my fellow commissioners and let's have some dialogue. where do you want to take this? >> commissioner, what was the cost difference between bob murray and alliance? >> bob murray was $19,500 and alliance was $17,500. >> these are plus expenses. i'm sorry to interrupt, but they are plus expenses. at this point in either case that is kind of unknown how much that would be. often that is travel of the individual -- i'm sorry, of the candidate if they choose to bring the candidate here if they aren't local or in the region. but i think you could make the same assumption that the expenses for each would be in the same ballpark. >> i'm sorry, pam, where did you say bob murray was based?
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>> his basis is roseville, california. >> roseville, yeah. and palo alto for alliance. >> commissioner clinch. >> pam, the alliance had sort of the guarantee if someone were to be terminated they would come back with a no cost search again, but what about bob murray, did we ask if he would offer something like that? >> the issue we can do as part of the -- so once you get these proposals then you sit down and you sit across from them and you negotiate. we probably could negotiate but it's not mentioned specifically in the proposal. the others made a very direct guarantee.
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>> my understanding, though, pam, would be that ted would have asked that question to bob murray, they just didn't respond. >> that's my assumption. >> the question would have been asked and if they didn't respond we have to assume that that's not on the table. plus obviously it could be negotiated at a later point, but at this point, yeah. >> it's harder to negotiate that. >> we got two good firms here. i think we should just pick who and be -- commissioner melgar. >> to me, the single most important thing that you said was that alliance had conducted recent searches in marin, san mateo, san josement i know having those relationships and having a pool of talent in the area is really important. to me that's, like, the single
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most weighty issue is to have a firm that has recent experience with this and also those established relationships, they've been looking at qualified people in the area. >> looking at this list here, it looks like bob murray's placements have largely been in the central valley, while alliance's has been in the bay area. >> the gentleman that's assigned to this from bob murray is the same gentleman -- pam, correct me -- who was assigned to the last director. i believe that's the same. we checked that on the brochure, right? >> i think bob murray worked directly, but i don't know. >> it's on the brochure there.
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just, you know, a point i know his background is in police and fbi and this kind of thing but he did do the last search the last time, the same gentleman. anyhow. >> i just wanted to say both firms could do the work but i would like to just say i concur with commissioner melgar and commissioner clinch said about recent experience and also their experience in housing and inspection areas because that's what they specifically hired for in those other counties that were fairly close so they have some knowledge of doing that recently. so, you know, if both firms could do the work, i with like to say we should be involved in actually -- if we pick one to put forth the thing about if someone would leave during the
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year, if they left during the first year whether it's because we decided not to keep them or they decided, you know, they got a better offer from washington, dc or something like that, that would also concern me because that happens quite a bit with executives. since there's a new administration all over the place that we would also take into consideration whether the search would help us again at either no cost or very low cost. but i think we would cross that when we get to it. i would like to say given what we know now, i would like to make a motion that we go with alliance unless there's other strong feelings among the other commissioners. >> excuse me, you were correct. the guy who was involved --. >> what's his name? >> is the same person.
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>> john malmouth from the city attorney's office. the item on the agenda is not for action so the actual selection is not before you. this is still just a discussion item. >> so i'm confused. >> me, too. >> does that mean -- i thought that this body had the -- or do you mean it's just not listed as such and we can't take action until january? >> correct. while the bic has the authority to authorize the contract, the way it's been -- the way it's angendized for today's calendar does not allow you it take action today. >> so we can post it as an action item. >> correct. >> parliamentarian. >> well, actually, the buck
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stops here with me. i was under the impression we're taking action on this today. i have it apologize to my fellow commissioners, that was the whole idea we were going to discuss it here today. so, with that, can i amend that now at this stage? no? >> no. i think the options that are available to the commission if you want to act on this quickly is to schedule a special meeting and find a date in january. i think there is another --. >> january 16th (inaudible). >> oh, that's not until february. so there could be a special meeting scheduled in january. your next meeting is the 16th. for either one of those, i could work with the president to come up with the
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agenda language that gives the bic flexibility to make the appropriate decision. >> i think we need to all -- we basically all need to vote on this. i think that will be the -- what you're saying to come up, john, with some language on a special meeting or just the next meeting. >> either one, it's up to the commission how you want to proceed. just a special meeting -- the next regularly scheduled meeting is january 16th and if you wanted to make this decision earlier than that, we'd have to find a meeting date earlier in january to do it. >> so what's in front of us, commission, is whether we should have a special meeting on this, that's 1, or 2, we wait until january 16th.
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>> i would love to do this quicker rather than later, but i will be out of town until the 7th and i imagine many other people will, too, since that's when school starts again. the 16th is just as well for me. >> right. >> okay, so why don't we calendar it for the next meeting and we will make sure the action (inaudible) and we will take it from there. should we -- do we make a motion that if we select the firm now and have that as part of the approval? >> no, the agenda item the way it's calendared is only a discussion item , so there's no motions or actions for the commission to take. but you could come up with a, sort of a consensus position that you ask be calendared, the commission
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can come up with a consensus position that the president would work with the city attorney's office on agenda language for the 16th. >> okay, all right, we'll have the language correct on the 16th and do we take public comment now on this item and then on the next meeting we don't have to take public comment on it; is that correct? >> whenever there's an agenda item, you need to have public comment. you need to have public comment for today's agenda item and if you take it up on the 16th, public comment again as well then. >> okay, all right. okay, then, public comment. >> public comment on item no. 7. >> spencer gash once again and i'm ad libbing here.
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this delay, it's been, like, 6 months, i think, and you still haven't chosen who's going to do the selection or potential selection of a director. this just bespeaks to some of the problems or the dysfunction of this department, including yourself. and i'd like to go over a little bit of the history here. the last time we went through the recruitment process we hired seemingly a good person who washed out after a year. he couldn't take it. maybe the language jeff long of the person selected should be considered. then the department unwisely chose the permit person from alameda. i have to blame the current staff which stayed on after the last director left. i think they
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are responsible for this. here you are keeping them in this situation where they are trying to hold the lid on this stew pot of corruption and to be honest with you folks i think you are doing yourselves a disservice because i think the stew pot is going to overflow before you get a new director. best wishes, thank you. >> thank you. any further public comment? seeing none. >> item 8, director's report, 8 a, update on dbi's finances. >> pamela levin, department of building inspection. i'm going to make this very quick. you have a report that has the documents that are up here so i'm going to do this very quickly. we are currently looking at having approximately 7 1/2 million at the end of the fiscal year. this is predicated on a similar type of hiring that we have been doing,
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in other words, we have a certain number of vacancies this year and we had originally expected to have a lot of them filled by january. we are off about a month for several of them because the testing is taking longer. so by the end of the year we expect to have some salary savings and we're making the assumption at this point that it's $2 million, but i'm hoping we will keep the pace and continue to have the participation of the human resources department in helping us do the various testing. i got a message today that the list for the building inspectors was adopted yesterday. i'm getting those messages that we are finally getting towards the end on a lot of the various positions to where we do the interviews and we can hire. so i'm hoping that for the
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exams that are almost done we'll meet the january-february time frame and that the arrangements that i have made with human resources will allow some of the rest of the positions to be hired by the end of june. as you can tell, the charges for services are still tracking higher than what would be at this point in time. they are -- i think that we're just doing in terms of comparison that we've gone through 41, 42 percent of the year and we've received 63 percent of the charges for service revenue, just kind of speaks to how well the economy is doing right now and -- but i wouldn't do a
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straight line that the second part of the year is going to be like the first part of the year. we know there are several projects that are coming in, we know there's a change in the mayor's office of housing in terms of the threshold of the charges for inclusionary housing. we may see, you know, a large increase. we're hoping that that's the case. apartment and rental fees, i think anybody who lives here knows taxes were due december 10 at the latest. we still haven't gotten, we won't know until january what the results of how we're doing in that first payment of the property taxes. the reason i say that is the apartment fees are tied to the roll, they are built along with your property tax so that's when they come in. >> in terms of expenses, as i
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mentioned, 40 percent of the budget has been expended for personnel and we're at 42 percent of the year so we're just, we're slowly catching up and i expect by the end of the year, as i said, we'll be not completely fully staffed but we're getting there. the other sort of expenses or trends that we're seeing in expenses is they are starting to bill out the work orders but most of the departments don't bill them out until january for the first 6 months of the year so that's where we'll see the large ones, which one the largest is the city attorney's office. so we're waiting for that. just kind of a footnote. next meeting we'll be presenting the first iteration